Approval/Declining Process of Guest Passes

This guide explains the approval and decline process for guest passes when sponsors or their contacts wish to bring guests to an event. It covers both admin and user actions and email notifications.

Moderating Guest Passes

When creating or managing guest passes, you can enable moderation to control whether a guest pass is approved or declined. This can be configured in two places:

1. Initial Guest Pass Creation: Enable moderation during setup.

2. Guest Pass Settings: Adjust moderation settings after the guest pass has been created.

Moderation ensures that each guest pass requires administrative review and approval.

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Actions Overview

Admin Actions (Backend Operations)

Admin actions occur on the backend and are managed by administrators. These include:

• Approve: The guest pass is approved, allowing the guest to attend the event.

• Refuse: The guest pass is declined, preventing the guest from attending.

• Reset to Pending: The guest pass is returned to a pending state for further review.

User Actions (Guest Interactions)

User actions involve the guest’s interaction with the guest pass. These include:

• Claimed: The guest has successfully claimed their pass.

• Unclaimed: The guest has not yet claimed their pass.

• Declined: The guest has declined the pass.

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Viewing Guest Passes in the Dashboard

You can view guest passes for all events in the Dashboard > Guest Passes section. Clicking on the link for a specific event will take you directly to the guest pass listing, with the list already pre-filtered for that event. This helps you quickly find and manage guest passes relevant to your needs. For more information, please read our documentation here.

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Email Notifications

We use automatic email notifications to keep sponsors and their contacts informed about guest pass updates.

Daily Email Schedule

Emails are sent automatically at two times:

• 9:00 AM

• 3:00 PM

Admin Action Emails

Emails are sent to the requester when admin actions are performed:

• Approved: Notifies the requester that the guest pass has been approved.

• Refused: Notifies the requester that the guest pass has been declined.

User Action Emails

Emails can also be sent for user actions:

• Claimed: Notifies the sponsor when a guest claims a pass.

• Declined: Notifies the sponsor when a guest declines a pass.

To configure user action emails, and even personalise them, please contact us at [email protected]. Please note that some services may incur an extra charge.

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Timeframe Rules for Guest Registration

We offer optional timeframe rules for guest registration. For example, you can set limits to prevent guests from registering for events more frequently than every six months.

To configure timeframe rules, please contact us at [email protected]. Please note that some services may incur an extra charge.

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Assigning Extra Passes

We offer the ability to assign extra passes to guests.

To configure this, please contact us at [email protected]. Please note that some services may incur an extra charge.

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For further assistance or customization, feel free to reach out to our support team at [email protected].